Quotes

The Quote Lifecycle

Quote statuses follow the lifecycle of a quote from draft to approved and allow you to keep track of where each of your quotes are in their lifecycle. Each of the statuses listed below are automatically set for you when specific activity occurs with a quote, but you may also choose to manually change the status at any time during the quote lifecycle.

• Draft
  When a quote is first created, it is placed in Draft status by default. Sending a quote by email will automatically change the status from Draft to Sent. Clients cannot view any quotes when they are in Draft status.

• Sent
  When FusionInvoice sends a quote to a client by email, it will place the quote in Sent status.

• Viewed
  When a client views the quote by either using the Guest URL to view quote or by using their Guest Login account (if they have one), the quote will be placed in Viewed status. This allows you to keep track of which quotes a client has looked at.

• Approved
  When a client uses the guest URL to view a quote or logs in using a guest account and views a quote, they are able to either approve or reject the quote. When a client approves a quote, the status is changed to Approved.

• Rejected
  When a client uses the guest URL to view a quote or logs in using a guest account and views a quote, they are able to either approve or reject the quote. When a client rejects a quote, the status is changed to Rejected.

• Canceled
  This status can be used for quotes that are not going to make it to the invoicing stage but need to be kept for reference purposes. Clients are not able to see quotes in this status.

Viewing Quotes

To view the quote list, click Quotes from the main menu and select View Quotes.

By default, the quote list will be filtered to all quotes. The filter can be set to All, Draft, Sent, Viewed, Approved, Rejected or Canceled by choosing the filter from the submenu bar.

To navigate between pages, use the pager buttons located on the submenu bar.

The Options button at the end of each row displays a menu with a number of items when clicked:

• Edit - View the quote
• Download PDF - Download a copy of the quote as PDF
• Send Email - Send the quote to the client via email
• Delete - Delete the quote

Creating a Quote

To create a new quote, either choose Quotes from the main menu and select Create Quote, or from the quote list, click the New button near the top right of the page.

When creating a quote, start typing the name of the client to create the quote for. If it's an existing client, choose their name from the list that appears. If it's a new client, type their full name or business name. Choose the date and invoice group and submit the form.

To add the first item, fill in the item, description, quantity and price fields. To add more items, press the Add Item button and repeat. When finished, press the Save button.

The Options button near the top of the edit quotes page displays a menu with a number of items when clicked:

• Add Quote Tax - Apply a tax to the entire quote
• Download PDF - Download a copy of the quote as PDF
• Send Email - Send the quote to the client via email
• Quote to Invoice - Convert the quote to an invoice
• Copy Quote - Create a copy of the quote
• Delete - Delete the quote

Adding Items

Pressing the Add Item button will add a new line item. Press it as many times as you have line items to add, fill each line in and press the Save button when finished.

Each new line item will have an option to save the item as a lookup. If adding an item which will be frequently added to many quotes or invoices, the item can be saved for future reference.

To add an item which has been previously been saved as an item lookup, press the Add Item From Lookup button and choose the item(s) to add to the quote. Be sure and press the Save button after adding items to your quote.

Changing Item Order

The order in which an item appears on a quote or invoice can be changed by clicking and dragging the item row to a new position.

Adding Tax

To apply a tax against the entire quote, choose Add Quote Tax from the Options button. Choose the appropriate tax rate and placement from the window that appears and press the Submit button. That tax will be calculated against the quote total.

Copying a Quote

To copy a quote, choose Copy Quote from the Options button on the edit quote page. Change the client name, if appropriate, and then select the quote date and quote group and submit the form. All items, taxes and amounts from the source quote will be copied to a new quote.

Quote to Invoice

When a client accepts a quote, you can convert that quote to an invoice by using the Quote to Invoice menu item from the Options button. Choose the invoice date and invoice group and press the Submit button. The items from the quote will be copied over to your new invoice.